Principal Document Control Specialist

Job Overview

The Principal Document Control Specialist interprets internal or external business issues and recommends best practices. They will be tasked with solving complex Document Control-related problems and will work independently with minimal guidance. The Principal Document Control Specialist may be responsible for leading functional teams or projects and is regarded as a specialist in Document Control. As such, they must have in-depth expertise in Document Control and broad knowledge of the Document Control discipline within the General Services function.

Key Tasks and Responsibilities

• Gain experience in the following work area: iDocs
• Develop basic technical skills to complete assigned work
• As Lead Document Controller, engage the participation of other disciplines
• Coordinate all activities within own discipline and discipline interfaces with other disciplines
• Lead the Document Management team of the assigned work area and completed within the planned schedule and budget, by standards, MDR, and project-specific procedures and to a high professional standard
• Plan, organize, and direct all aspects of Discipline execution on the assigned project, including scope, deliverables, schedule, and all Discipline workforce resources - agree on allocations with the Engineering Manager
• Ensure interfaces and deliverables are clearly identified
• Maintain responsibility for progress and productivity, identifying any required corrective action
• Act as project-based discipline point of contact in communications and meetings with project team, customer, vendor/supplier, and subcontractor counterparts; and relevant agencies such as certifying authorities, auditors, third parties, etc.
• Assisting the Department Manager with recruiting, interviewing, hiring, and ensuring staffing levels are adequate
• Develop the Document Management Execution Plan and other associated work instructions to ensure alignment with Client requirements and McDermott standards
• Become familiar with specific technical aspects of the Contract and Project Team Requirements pertaining to Document Management and project delivery requirements (standards, procedures, EDMS, formats, etc.)
• Ensure project EDMS platform is set up to meet Client and McDermott technical requirements
• Manage staffing plans and budgets for projects to ensure appropriate staffing levels and cost management
• Advise Project Management Team on Document Management issues and interface processes and requirements
• Ensure seamless sharing of documentation across all project team members and locations to include MOPEX and JV Partners
• Act as a day-to-day interface for the Client, Suppliers, Subcontractors, etc., on day-to-day Document Management issues
• Facilitate and expedite the timely flow of technical information amongst project team members and external parties, such as the Client and Suppliers, via the EDMS
• Prepare, review, and issue defined project reports on document status, including the Master Document Register
• Supervise Document Management personnel on projects and provide timely feedback to the Document Management Department Manager on personnel performance
• Ensure proper EDMS training of all project personnel as well as training of Document Management personnel in Document Management procedures and systems (Unifi)
• Assist in the establishment, maintenance, development, and improvement of Document Management processes, systems, and tools
• Participate in and lead internal and external audits as required
• Provide regular status reports to Project and Department Management on Project Document Management workload and any issues
• Ensure active and frequent engagement with MOPEX counterpart/s for the project
• Deliver information required for handover and turnover in accordance with project contractual requirements
• Archive project records
• Provide lessons learned from project execution to Project Management and Department Management

Project: Project Engineering Manager/Project Manager

Functional: Department Manager

Liaise With: Lead Document Management, Project Engineering, Project Management, Department Manager

Supervises: Assigned Document Controllers

Essential Qualifications and Education

• Professional Degree/Post-graduate Degree/Bachelor’s Degree
• 15-20 years of experience in Document Management with major contractor or consultant
• Good knowledge of Electronic Database Management System (EDMS) software, MS Office, and Adobe
• Computer literate in Microsoft programs: Word, Access, PowerPoint, Excel, Project
• Working knowledge of industry-utilized EDMS tools
• Have wide experience with technical activities, including onshore and offshore operations
• Functional, business, industry, and leadership expertise
• Ability to work as a team member as well as act as a team leader (if the position is a Lead position)
• Excellent organizational and time management skills
• Detail-oriented, dependable, and willing to handle multiple priorities
• Successful communication skills, business acumen, and decision-making capability
• Certified iDocs Trainer (preferable)

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